BUSINESS

COMMUNICATION AND

CAVENDISH UNIVERSITY – ZAMBIA

ASSIGNMENT BRIEF AND FEEDBACK FORM
105131
STUDENT NO.

MODULE:
MARGARET DUBE
LECTURER:
BBA111
MODULE
1 CODE:

ASSIGNMENT
15/05/22 NUMBER:

DATE HANDED OUT:

4 WEEKS
DATE DUE IN:

ASSIGNMENT BRIEF

The assignment is about choosing a suitable form of communication for the scenario in
question. Imaginary, a scenario where I am the chief executive officer of a renowned
business entity called Slamaz investments has been given. In its proceedings, the entity has
come up with its budget for the year 2023 and as the CEO of the company, I am mandated to
choose a suitable form of communication that will be used to communicate this budget
across the interest of the company. Furthermore, the form of communication that will be
chosen for this budget must be based on a theoretical evaluation that will provide clear
evidence on why that form of communication has been chosen. The evaluation to be
provided must clearly compare the selected form of communication and its justification to
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other forms of communication in opposition with. This is what this assignment protrudes,
therefore, the proceedings to be read in this document will mention the form of
communication chosen and provide reasons to justify it.
TABLE OF CONTENTS.

CONTENT PAGE

TITLE HEADING……………………………………………………………………………….3

INTRODUCTION……………………………………………………………………………….3

THEORETICAL EVALUATION…………………………………………………………….4-9

CONCLUSION………………………………………………………………………………......9

REFERENCES…………………………………………………………………………………10

BLACK PAGE………………………………………………………………………………….11

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PROJECTED 2023 SLAMAZ INVESTMENTS BUDGET COMMUNICATION FORM
AND ITS JUSTIFICATIONS.

INTRODUCTION.

Following the procedure for effective communication strategy which is properly stipulated,
documented and instituted in the Slamaz investments management criteria, written form of
communication has been found suitable for communicating the projected 2023 budget across its
influence. This came after thorough identification, assessment and analysis of great benefits of
using written communication as compared to oral, visual or non-verbal forms of communication.

This form of communication includes; emails, text messages, proposals, reports, business letters,
press release, memorandum, graphs and charts among others.

This document will provide explicit theoretical evaluation that will integrate purpose for
choosing written forms of communication. It will also go further to give proper explanation on
insights that need relevant expansion.

In the following outlay, reasons for using this form of communication have been clearly stated
and explained for thorough comprehension and ponder-basis across employees and stakeholders.
This therefore shall serve to inform all Slamaz investments employees and stakeholders that all
concerns and feedback on the projected 2023 budget must be written and sent through company
appropriate means.

For clarity purposes, references from different sources have been included so as to provide
evidence based comprehension on written communication form. This will therefore eliminate
context misunderstanding and enhance effective analysis.

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REASONS FOR CHOOSING WRITTEN FORMS OF COMMUNICATION FOR THE
PROJECTED 2023 SLAMAZ INVESTMENTS BUDGET.

The following is a detailed theoretical evaluation to justify this form of communication for the
projected budget.

ONCE EFFECTIVE, WRITTEN COMMUNICATION HAS DESIRABLE QUALITIES (team.,

2021).

Once the sender and recipient are committed to proper communication, all forms of written
communication become effective and have the following qualities;

Comprehension

Written communication encompasses inclusion of all relevant details of any subject matter. The
nature, structure and meaning of procedure is well articulated and all necessary illustrations are
given so that the core is understood explicitly. In this case, the scope of the budget will be well
explained and all possible complexity will be resolved.

Accuracy

Written forms of communication like emails, business letters and memorandums among others,
are centered on the subject matter. The focus is always on conveying important issues to
concerned entities. It is not like non-verbal communication that is vague and imprecise. Using
this form of communication will help eliminate context misunderstanding and give precise
methods by which objectives of the budget will be accomplished.

Appropriation

Communication between authority and employees requires right tone and formality
considerations. Using written communication, it is easy to rectify errors in the process of writing.
This therefore eliminates possible context distortion as this makes oral communication void.

Composition

With oral communication, there are always concerns on the pronunciation of some words but
with written communication, once words have been spelt correctly, recipients can read it their
own way. Advantageously, pronunciation does not alter the message been communicated.

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Clarity

When the scope, structure and resource mobility have been well explained, it is easy to
understand the mandate. Employees, stakeholders and other interested parties will easily know
their responsibility and contribution needed to achieve the objectives of the budget.

WRITTEN COMMUNICATION CAN STILL DO WHEN THERE ARE TECHNICAL AND

TECHNOLOGICAL PREDICAMENTS.

Two words often misused, technique and technology. Technique refers to the set of rules or
principles of how an activity is done or a device is used while technology is a word used to refer
to complex processes and principles of science used in gadget and appliance (Admin, 2013).

Device malfunctions and internet disruptions are almost unpredictable. In an event this happens,
some written forms of communication like letters and reports can be sent to post offices, bus
station delivery points or actual offices where documents are required. In this way, all possible
inconveniencies in communicating the projected 2023 budget will be minimized.

In an event technological challenges are country wide, people can still continue receiving
information despite the distance or location. This strikes a huge difference with some other
verbal communications like oral, which may definitely be ineffective in such technical and
technological predicaments.

WRITTEN COMMUNICATION SUBSTITUTES EMOTIONAL DISADVANTAGES.

Most conspicuous, emotions have great effects on communication. One’s emotional condition
for the day, may contribute to their occupation either positively or negatively. Unfortunately, not
every person in any organization has acquired emotional mastery or intelligence, which therefore
makes it crucial to use non-verbal or oral communication for this 2023 budget.

Let’s focus on negative emotions whose major source is fear, and furthermore, the anxiety that it
enhances. In this context, whenever one is required to present their concerns publicly, either fear
of criticism or evaluation may afflict them hence the need to explain the following four types of

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communication anxiety (Hendrix & Morrison., 2020, p. 5 and 6) which are instigated by
negative emotions.

Trait anxiety

This anxiety is based on one’s inherent nature or personality. No matter the circumstance or
setting, this does not change because some people are simply nervous about communicating than
others. As far as nature is concerned, this is a fact to be considered.

Context anxiety

This is about the background against which communication occurs and can be impacted by
factors such as audience size, formality of the occasion and location in which communication
takes place. Knowing that this is a renowned business entity, these factors mentioned are
inevitably present and true for a number of employees and stakeholders.

Audience-based anxiety

This is determined by the audience with whom one is communicating. Similarity, status and
familiarity with audience are factors that impact this type of anxiety. Considering this insight,
communication effectiveness, attitude and efficiency changes depending on the people you are
talking to. Factually, it is easy to talk to fellow employees than superiors. This therefore
disadvantages oral communication which is affected by fear of the boss, fear of status and fear of
one’s own self advancement in life (india., 2012). Additionally, you cannot use gestures, signs or
symbols to communicate formally or to communicate to your superiors.

Situation anxiety

This is dependent upon the overall situation in which communication occurs. whenever
considering this emotional sect, the physical and mental state of a person are to be evaluated
fairly. In order to avoid poor participation and response which may be caused by the size of
audience, time at which meetings are to be held or cultural variations, it is best to use written
communication to communicate the budget.

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Most forms of written communication have internationally accepted formats that are a must
when using them, therefore, no matter one’s emotional condition, provided the correct format is
followed and used, emotional disadvantages may be eliminated fairly.

WRITTEN COMMUNICATION IS ECONOMICAL AND EFFICIENT.

Every investment corporation seeks ways of achieving its objectives without drastic expenditure.
wisely, better options that could reduce expenses whilst giving expected results are identified,
evaluated and implemented in all projects. Relatively, when we compare and contrast written
forms of communication with oral communication, it is evident the cost of sending an email to
both local and international recipients is less and much affordable than phone or video calls to
the same recipients. Additionally, poor internet connection means prolonged conversations
which is costly and inefficient. Therefore, written communication becomes suitable for
communicating the projected 2023 budget.

WRITTEN COMMUNICATION ENBODES COMMUNICATION UNIFORMITY AND

PROFESSIONALISM.

All forms of written communication have well outlined formats that provide instructions on how
these written forms must be presented. Additionally, formats emphasize consideration of the
nature and audience one is writing to. When the writing is as professional as possible, it is easy
to persuade, affirm shared goals, encourage or instruct among subordinates or superiors.

As the company implements professional writing, another corresponding ethic develops and that
is uniformity. This happens when a similar writing style is seen in all works throughout the
organization, be it on social media, website or business letters. What an impression on external
influence!

WRITTEN COMMUNICATION CAN BE KEPT AS PERMANENT RECORD OF

EVIDENCE AND REFERENCE.

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Look at some of the world’s oldest books like the Bible and Quran, if they had not been written
and kept well, it would have been so difficult to believe in the faith they profess. Similarly, this
generation is acquainted with colonialism, world wars and struggle for independence due to
proper reservation of archives. Therefore, a written document preserved properly becomes a
permanent record for future reference and evidence.

Here is how this form of communication will help as far as records are concerned in this budget:

Reference aspect

As far as the SMART (specific, measurable, attainable, realistic and time-bound) goals are
concerned, in terms of record tracking, the “measurable” aspect in this budget is key. Without
adequate records it would be impossible to measure where you are and to keep track of your
progress (Richard., 2016) as this is key to improving and growing the business. As elaborated,
when all records are in order, ranging from budget objectives and communication to
implementation and realization, the next budget will have basis on which corrective actions will
lie. This is all done by making reference to activities well written and preserved in the past.

Evidence aspect

One of the notable and inevitable interest of this aspect in any business entity is a financial audit.
An audit is a systematic, independent and documented process for obtaining audit evidence and
evaluating it objectively to determine the extent to which audit criteria are fulfilled (Collins,
2021). Whether internal or external, audits will always involve presentation of provable evidence
that the money or activity in question was properly handled.

Most solemn slamaz investment is renowned and therefore has an obligation to keep records of
all its financial activities so as to comply with interested government regulatory institutions. This
is mandatory as any violation of regulatory standards would lead to serious legal consequences
which may even result into business license revocation.

With this enlightenment, oral or visual forms of communication would never be suitable to
satisfy these requirements. It’s the letters, graphs of calculations, invoices and receipts that
would be ideal. Therefore, written communication is best for the projected 2023 budget because
it serves as a permanent record for future reference and evidence.

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WRITTEN COMMUNICATION IS SUITABLE FOR DATA ANALYSIS AND BUSINESS
MODELING.

There is no such thing as giving out money without proper analysis of facts and figures aligned
with the company. A business budget of such a renowned business entity can never be based on
estimations or approximations. Facts and figures are a requirement for budget making entirely.

Let’s consider how the two analytics types contribute to clear communication;

Quantitative data analysis.

This is simply analyzing data that is numbers based or data that can be easily converted into
numbers without losing any meaning. In business, quantitative analysis is used to create datasets
that managers or employees can consider when making strategic decisions. Because quantitative
analysis strips all issues down to facts and figures, all ambiguity of language, interpretation and
emotion is removed (analysis.", 2019).

Qualitative data analysis.

This is used to determine results for non-numerical information. This is about using critical
judgement to analyze company’s value or prospects based on information that has nothing to do
with numbers. Budget scope and objectives, management expertise and stakeholder feedback are
some of the facts to analyze here.

Since written form of communication has the use of graphs, proposals, emails, job descriptions,
advertisements and websites among others, it is therefore easy to communicate information that
needs proper data analysis than with oral, visual or non-verbal forms of communication.

CONCLUSION

Written communication is the form of communication chosen to communicate this budget and as
stated in the preamble, reasons for this choice have been well laid and necessary explanation on
relevant concepts has also been given. Having evaluated this communication form with other
forms like oral and non-verbal communication precisely, and seeing its benefits and prospects
compared to other forms of communication, it is only wise that the projected 2023 Slamaz
investments budget be communicated using written communication.

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REFERENCES.

Admin, 2013. Difference Between.com. [Online]

Available at: https://www.differencebetween.com/difference-between-technique-and-vs-technology/
[Accessed 20 May 2022].

analysis.", M. s. u. ". b. q. a. q. d., 2019. Michigan state univesity.. [Online]

Available at: https://www.michiganstateuniversityonline.com
[Accessed 26 June 2022].

Collins, S., 2021. Audit; "Definitions and fundamentals.". In: Z. B. o. standards., ed. QUALITY
MANAGEMENT SYSTEM ISO 9001:2015 _UNDERSTANDING, IMPLEMENTATION AND INTERNAL
AUDIT COURSE.. Lusaka: ENGINM SOLUTIONS, p. 15.

Hendrix, R. E. & Morrison., C. C. ". e. r. t. d. c. j. o. a. c., 2020. New prairie press. [Online]
Available at: https://doi.org/10.4148/1051-0834.2322
[Accessed 22 May 2022].

india., T. i. o. c. s. o., 2012. Factors affecting oral communication.. In: T. i. o. c. s. o. India., ed.
FOUNDATION PROGRAMME: BUSINESS MANAGEMENT ETHICS AND COMMUNICATION.. New
Delhi : The institute of company secretaries of India., p. 203.

Richard., H., 2016. fresh business thinking.com. [Online]

Available at: https://www.freshbusinessthinking.com
[Accessed 25 May 2022].

team., I. e., 2021. Indeed. [Online]

Available at: https://www.indeed.com/career-advice/career-development/written-communication
[Accessed 18 May 2022].

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